Summary:

Defines policies and procedures related to the appointment, roles, requirements and responsibilities of visiting scholars at Stanford.

Related Research Policy Handbook Documents:

5.1    Inventions, Patents and Copyrights
9.4    Postdoctoral Scholars
9.7    Procedures for Registering Visiting Researchers

See also discussion of Special Faculty Designations, including Courtesy Appointments, in the Faculty Handbook

Authority:

Vice Provost and Dean of Research

Contact Person:

Assistant Dean of Research

Scholars established in their field who are visiting Stanford from outside institutions or organizations and are funded from external or personal sources may be recommended by a Department Chair for the courtesy designation of Visiting Scholar.

   1.   CRITERIA FOR APPOINTMENT

The following are the minimum eligibility criteria for a Visiting Scholar designation at Stanford University. Individual schools may establish more restrictive eligibility criteria. Contact the School Dean's Office for specific requirements.

• The individual must be visiting from an outside institution or organization.

• The individual must have a doctoral degree or be a recognized expert in his or her field.

• The source of funding for the individual must not be Stanford University.

   2.   APPOINTMENT PROCEDURE

The sponsoring department should assure that a candidate for Visiting Scholar meets the criteria listed above. Upon approval of an appointment, a Visiting Scholar card should be signed by the Department Chair and issued to the individual. (See separate description below for appointment procedures in the School of Medicine.)

No charge is made for the issuance of a Visiting Scholar card. A Visiting Scholar Card may not be issued for more than one year at a time.

Visiting Scholars may subsequently be appointed as Postdoctoral Scholars if they are employed to participate on Stanford research projects for which they receive salary and benefits (see policy on Postdoctoral Scholars, Research Policy Handbook document 9.4).

   3.   INTELLECTUAL PROPERTY AGREEMENTS

If a visitor is going to work on research projects (whether sponsored externally or not) on the Stanford campus for one quarter or more, the sponsoring department should secure the signature of the visitor on a Patent and Copyright Agreement (SU-18). This agreement recognizes Stanford's right to ownership of patentable inventions which are conceived or reduced to practice in conjunction with work done at Stanford, or which involve more than incidental use of Stanford resources and facilities.

If the visitor already has an intellectual property agreement with another institution, the visitor should be asked to sign a alternative version of the Patent and Copyright Agreement (SU-18A).

   4.   VISA REQUESTS

Upon receipt of an approved Visa Certificate Request Application Form, the Office of Foreign Scholar Services at Bechtel International Center will prepare a Stanford visa certificate (DS-2019). Departments must pick up the approved Stanford visa certificate and assure that foreign visitors receive their DS-2019 well before departure from their home country, and that they understand that they must use the DS-2019 to apply for a J-1 visa at a U.S. Consulate.

   5.   RIGHTS AND PRIVILEGES

Visiting Scholars are not employees of the University, and the title may not be used for personnel or payroll purposes. If a department wishes to make a special payment to a Visiting Scholar for participation in a seminar presentation or similar contribution, that should be done through honoraria. If a Visiting Scholar is asked to make a short-term contribution to a research effort, payment of appropriate consulting fees should be arranged.

Although Visiting Scholars do not receive Stanford compensation nor the full range of other benefits available to regular staff, faculty or students (including health insurance), they are eligible for the following courtesy benefits:

• Stanford University Visiting Scholar Card

• Library privileges including most branch and science libraries

• auditing University lecture courses without fee, subject to permission of the instructor (Classes that require individual instruction and participation, such as laboratory and language courses, studio and performance courses, or creative writing courses are not authorized for auditing)

• Staff-rate tickets for athletic events

• Campus parking privileges for a fee (arranged through Parking & Transportation Services)

• access to most University athletic facilities

• access to off-campus housing information.

   6.   APPOINTMENT PROCEDURES FOR MEDICAL SCHOOL
         VISITING SCHOLARS

1. PROCEDURES FOR RECOMMENDING VISITING SCHOLAR STATUS
   IN THE SCHOOL OF MEDICINE
   
   

   The Department Chair should send the following to Medical School Personnel Services at least 30 days prior to the arrival of the Visiting Scholar:

   1. Stanford University School of Medicine Application for Visiting Scholar Status form (all sections must be completed).

   2. J-1 Visa Application (for foreign visitors requiring a visa). The Office of Foreign Scholar Services, upon receipt of this form and approval of appointment from the Office of Academic Affairs, will prepare the Stanford visa certificate (DS-2019), to be picked up by the department when ready.

   3. The individual's curriculum vitae and bibliography. These should be attached to the Application for Visiting Scholar Status. A candidate must be a recognized expert in his or her field and have a doctoral degree.

   4. A copy of the proposed letter of invitation.

   5. Documentation supporting any sources of funding. If personal funds are to be used, official documentation needs to be provided to verify the minimal amount required.

   6. A signed Patent and Copyright Agreement.

   Medical School Personnel Services will review this request and, if approved, will provide the Visiting Scholar Card to the Department Chair for delivery to the Visiting Scholar. The Department Chair should inform the Visiting Scholar of his or her role, rights and responsibilities at Stanford.

   For further information regarding Visiting Scholar status in the School of Medicine, contact the Medical School Personnel Services organization.